Consent Form for Panellists (GDPR Compliance)

Consent Form for Panellists (GDPR Compliance)

Companies conducting sensory and consumer research need to collect, store, and process personal data belonging to their panellists. Under GDPR, panellists must be informed about this and must give their explicit consent before their data is processed.

To support this, every panellist account in EyeQuestion has two dedicated profile fields:
• Consent Form Required – marks that a panellist must accept a consent form before continuing to use EyeQuestion.
• Consent Form Accepted – automatically records whether (and when) the panellist has given their consent.



This article explains what these fields do, how to enable the consent form for your panellists, what panellists see, and how their response is recorded.

Before configuring the consent form:
•        Prepare an Excel import file containing (at minimum) the panellists' login and a consentRequired column.
•        Decide whether you want the default consent text, or a custom message — The text shown to panellists can be customized to match your organization's own wording (for example, to reference your specific privacy policy or data processing purposes).
To request a custom text, contact support@eyequestion.nl with the wording you would like to use, and the EyeQuestion team will configure it for your environment.


Step 1: Enable Consent Form Required via Import

The Consent Form Required field is enabled in bulk through EyeQuestion's panellist import function.
Prepare an Excel sheet with a column for login and a column for consentRequired.
1.      In the consentRequired column, enter 1 for every panellist who must review the consent form.
2.      Import the sheet through EyeQuestion's standard panellist import.

Excel import sheet with login and consentRequired columns

Once imported, the Consent Form Required field is set to enabled on each panellist's profile.


Panellist profile showing Consent Form Required and Consent Form Accepted fields


Step 2: What the Panellist Sees

When a panellist logs in, they are presented with a consent screen before they can proceed.

Panellist consent form shown at login

The panellist must accept the message to continue using EyeQuestion.



Once a panellist accepts the consent form:
•        The Consent Form Accepted field on their profile is set.
•        The date of acceptance is stored alongside it, giving you a clear, auditable record of when consent was given.

Consent Form Accepted field showing the date of acceptance

This information remains on the panellist's profile and can be used to demonstrate GDPR compliance if needed.

Info
Important Notes

•     Panellists only see the consent screen the first time they log in after the field has been enabled.
•     The date of acceptance is recorded automatically and cannot be edited manually.
•     Custom consent text applies at the environment level; contact support if different wording is needed for different panels or projects.

Notes
Access to This Feature:
The Consent Form fields are part of the standard EyeQuestion panellist profile. 




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